Modern meeting room interior

How Much Does a Meeting Room AV Installation Cost?

How Much Does a Meeting Room AV Installation Cost?

A Breakdown of Costs.

Are you planning to upgrade your meeting room technology this year? With the future of technology continuing to hurtle towards us at quite a pace, it’s not a bad idea to start thinking about futureproofing now and getting your set up ready for the next wave of evolution.

Unless you have a sky’s the limit budget, one of the first things you’ll probably want to know is ‘How much does a meeting room AV installation cost?’. The answer is that it varies widely and really depends on the size of the space, how you wish to use it, the type of equipment you’re looking for and the level of customisation you’re after. In this guide, we’ll give you a breakdown of some of the key cost considerations for meeting room installation so you can work out a rough budget for your new or upgraded meeting room.

Factors That Influence Meeting Room AV Installation Costs

Several key factors determine the overall cost of AV installation for a meeting room – the first of those being room size and type. Here’s a rough guide for you:

Huddle Rooms: (Small, 1-4 people) £2,000 - £5,000

Standard Meeting Rooms: (4-12 people) £5,000 - £15,000

Boardrooms / Large Meeting Spaces: (12+ people) £15,000 - £50,000+

Auditoriums & Training Rooms: £50,000 - £100,000+

As a general rule of thumb, the larger and more flexible the space needs to be, the more sophisticated the AV setup required, which will obviously lead to higher costs for all your hardware and equipment. Here's a breakdown of all the elements you’ll need to budget for.

Display Solutions

TV Screens / LED Displays: £500 - £5,000 per screen

Projectors and Screens: £1,500 - £10,000+

Video Walls (for large spaces): £15,000 - £50,000+

Choosing between an LED display, projector, or a high-end video wall will have a big impact on your budget. While you may be tempted to go for the full bells and whistles option for everything, you might not always need it. When we’re scoping out projects for clients, we’ll always suggest the hardware that’s going to best suit their needs – and that doesn’t always mean the heftiest price tag!

Audio Solutions

Ceiling Microphones: £800 - £2,500 each

Tabletop Microphones: £200 - £2,500 each

Speakers (Ceiling / Wall-mounted): £60 - £1,000 per unit

Wireless Conference Audio Systems: £3,000 - £10,000+

When it comes to conferencing and presentations, audio is king. The setup will depend on room size, layout and acoustics as well as whether you need simple audio conferencing or a more advanced sound system. More advanced systems are not only deployed in large boardrooms, training rooms and auditoriums, they can also be used in smaller spaces where high-quality audio is needed, or acoustics are poor.

Video Conferencing Solutions

Digital USB Cameras (for small rooms): £150 - £500

Professional PTZ Cameras (for larger rooms): £1,000 - £10,000

All-in-One Video Conferencing Bars: £500 - £5,000

Complete Video Conferencing Systems (Poly, Cisco, Crestron, etc.): £5,000 - £20,000+

A high-quality video conferencing system makes collaboration a breeze and ensures that your audio and visuals are crystal clear. This is particularly important if you have clients in different parts of the world or have a hybrid working model with some team members either partially or fully remote. Despite push back from some of the world’s biggest tech firms – you know who we mean! – many companies still believe that the hybrid model is the future of work and needs to be catered for.

Control Systems and Automation

Touch Panel Controls: £500 - £3,000

Integrated Room Control Systems: £3,000 - £15,000

Wireless Presentation Systems (Barco ClickShare, Mersive, etc.): £500 - £3,000+

These systems can allow for easy one touch control of the AV equipment, lighting, blinds and even the temperature of the space all from a single interface. When designed and implemented correctly they make it super convenient to manage the set-up of your meeting spaces.

Room Booking & Scheduling Systems

Basic Room Booking Screens: £500 - £1,500+ per unit

Integrated Scheduling Solutions: £2,000 - £10,000+

A room booking system helps manage meeting spaces efficiently and reduces double bookings. It provides real-time availability updates, integrates with calendar systems like Microsoft Teams, Outlook or Google Calendar etc., and ensures that meeting rooms are used effectively. Advanced systems can even include occupancy sensors that release a room if no one shows up, helping to maximise utilisation of the space and improve ROI.

Cabling and Infrastructure

HDMI / Cat6 / Fibre Optic Cabling: £500 - £5,000+

Racks & Housing for Equipment: £1,000 - £10,000

Well-planned cabling reduces the risk of signal loss, interference, and connectivity issues while maintaining a clean and organised meeting space. Using high-quality cables and structured wiring ensures optimal performance, especially for high-resolution video conferencing and audio systems.

Installation and Labour Costs

Basic Installation (Small Meeting Rooms): £1,000 - £2,500+

Mid-Sized Installations: £3,000 - £10,000

Large & Complex Installations: £10,000 - £30,000+

As with any job, labour costs will vary depending Depending on the project location, complexity of the installation, the fabric of the building, the network requirements etc. For instance, if ceiling or wall-mounted equipment needs to be installed, some form of structural modifications might be necessary to accommodate this, which will increase costs. If you’re looking to integrate AV solutions into existing IT networks, advanced programming and network configuration might be needed. Custom-built AV solutions with automation, specialised cabling, or soundproofing will also add to the overall installation costs. Again, this is something we discuss with all our clients up front so there are no surprises when it comes to labour costs.

Ongoing Support and Maintenance

Basic Service Contracts: £500+ per room per year.

Comprehensive AV Support: 750+ per room per year.

When you’ve dipped into the tech budget for a state-of-the-art AV set up, it really is worth protecting that investment with an ongoing care and support package. We offer different levels of cover to suit your budget and your needs so that you’re back up and running as soon as possible should something go wrong. We also offer remote analytics software called Care Analytics which will alert us to a potential problem before it happens.

Total Cost Estimates for Different Meeting Room Setups

To provide a clearer picture, here’s a rough estimate of total costs for different setups:

Basic Huddle Room (Small Meeting Space)
Estimated Cost: £3,500 - £7,000
Equipment: Small screen, basic video conferencing setup, wireless presentation system
Basic Support Contract

Standard Meeting Room (Medium-Sized, Hybrid Setup)
Estimated Cost: £10,000 - £20,000
Equipment: 55-75” display, professional video conferencing system, ceiling microphones, control system

Large Boardroom (Executive-Level AV Setup)
Estimated Cost: £20,000 - £50,000
Equipment: Large LED display, high-end conferencing system, room automation, premium audio setup

Enterprise-Level Conference Room (Fully Integrated Solutions)
Estimated Cost: £50,000 - £100,000+
Equipment: Multi-display video walls, broadcast-quality AV, automation, custom-built audio solutions

*These figures are very much an estimate to give you a rough idea. The final figure will of course depend on the factors we discuss throughout the blog.

How to Budget for Your AV Installation

When planning your AV installation budget, here are some key things to consider:

Define Your Priorities: Identify must-have features vs. nice-to-have upgrades.

Plan for Growth: Choose scalable solutions that can adapt to future needs.

Check Credentials: Make sure you work with an experienced AV installer with relevant case studies and testimonials as mistakes can be costly to rectify.

Invest in Support: Factor in maintenance costs to protect your investment and ensure longevity.

Final Thoughts

The cost of a meeting room AV installation varies widely based on the size, complexity, and technology used. Small businesses should budget for around a £3,500-£5,000 investment, while large corporations will be looking at upwards of £100,000 for a state-of-the-art setup. By understanding the key cost factors and planning accordingly, you can make informed decisions that will ensure your investment supports your people internally while providing an excellent communication experience for your clients and customers.

Get in touch with us!

If you're looking for a tailored quote or expert consultation, pop us an email to [email protected] – we’d love to help!

A training room with an interactive digital display, optimised for business presentations and employee development.

We recently worked with AIR, a global automation specialist, to upgrade their Microsoft Teams Room. The new additions to their set up helped to improve both internal communications and client interactions, leading to improved workflows and a superior customer experience.

A new AV strategy for AIR to elevate their customer experience.

Wakefield, UK

Location

AIR, head office

Completion Date

June 2024

Project Duration

1 week

Yealink Technology
Yealink technology

"Efficient, quality, supportive."

Jacob Maan, IT Support Engineer - AIR

Two staff members from Byond Group and AIR standing in an office, representing their AV technology partnership.

Project Information.

Automated Industrial Robotics (AIR)

AIR is a global automation specialist. The company invents, designs, develops and installs total system solutions for a range of manufacturing and packaging customers. They recently upgraded two of their meeting rooms and we worked with them to design a brand-new AV set up for both.

The brief

AIR's existing AV set up was, in their own words, ‘pretty minimal’ and not very versatile. They had a microphone and a speaker in one meeting room but no TEAMS integration, and any PC users who wanted to use the meeting room had to be set up with a spare laptop. They wanted a system that would allow for smooth and hassle-free internal communication as well as high quality video calls and presentations with clients.

What we did

Having been referred to us by a valued IT Partner, AIR initially approached us in 2022 with the ambition of modernising their Newton meeting room. They were keen to retain the existing projector in the room, so we delivered a Yealink Microsoft Teams Room Solution that made use of the projector as the display element.

The integrated MTR solution completely changed the way the room was being used and helped to improve productivity, particularly with new features such as one-touch join. Newton was the catalyst for developing more MTRs in the estate, most recently with the Brunel room in2024. As with Newton, we retained the projector in Brunel and provided a Yealink MVC860 MTR system with a front of room speaker and table microphones, plus wireless dongles for easy content sharing.

The results

One of the key objectives for Automated Industrial Robotics was to have a system that would improve their communication with their customers and elevate the overall customer experience. They are now set up with high quality audio and video in their meeting rooms, meaning client calls are professional, effective and collaborative.

Teams has now been integrated across the company and set up on all machines, which has improved their internal communication. All designers now have the ability to initiate calls and invite customers to their presentations rather than having to rely on someone else within the business to set up the call.

All these improvements have led to better, more efficient workflows and allowed AIR to engage with existing and potential customers in the most professional way possible.

The Feedback

“Byond Group is probably one of the easiest companies I’ve worked with. They’re efficient, get the job done and we’ve had no problems afterwards. When the engineers are on site they explain how everything works, you’ve got complete trust in them and they’ve delivered 100% on both meeting rooms.”

A training room with an interactive digital display, optimised for business presentations and employee development.
A conference room featuring a large display screen and AV setup for seamless presentations and virtual meetings.
A high-quality AV microphone placed on a meeting table, designed for professional audio conferencing.
Future Proof your Business with AV Solutions

Byond Group | Is your business set for the future?

Is your business set for the future?

As technology continues to completely transform how we communicate, collaborate and exchange ideas, keeping up with this rapid pace of change will be essential for businesses that want to remain competitive.

We’ve created a checklist to help you do a thorough audit of your current AV and workplace technology. It will take you through a series of questions to give you an idea of how future ready your business/workplace is and if there are any areas that might need some attention.

Use your checklist to:

• Identify outdated equipment.

• Optimise performance.

• Pinpoint opportunities for upgrades.

It also includes:

• Essential steps to evaluate your displays, audio equipment, network connectivity, and more.

• Guidance on ensuring compatibility with future technology standards.

• Tips to reduce costs with scalable, modular systems.

A training room with an interactive digital display, optimised for business presentations and employee development.

Transforming Workplaces: How AV Solutions Are Shaping the Future of Collaboration

Transforming Workplaces:

How AV Solutions Are Shaping the Future of Collaboration.

The definition of the workplace has changed dramatically over the last ten years. The Pandemic certainly accelerated the pace of change, but even before we were all forced to set up the work laptop on the dining room table, many companies were already embracing more flexible working models that didn’t involve a bricks and mortar place of work.

The challenge with this new(ish) way of working is ensuring that everyone has the tools they need to deliver the same quality of work, maintain professional relationships, and continue to work as collaboratively and creatively as possible.

This challenge has placed audio-visual (AV) solutions at the forefront of workplace technology and meant that the right set up is no longer a nice to have but a non-negotiable for any business that wants to remain competitive.

Let’s take a deeper dive into how AV solutions are transforming modern workplaces.

Getting the basics right – communication and collaboration

Gen Z will struggle to wrap their heads around this concept, but most people over 45 can probably remember a time when a fax was a perfectly acceptable way to send information from one office to another! Today’s workplaces require infinitely more sophisticated solutions to meet the demands of a tech-savvy workforce that has been using technology since childhood.

Gen Z employees will expect at least some if not all of the following to help them do their work and maintain their workplace relationships.

Video conferencing systems: Tools like Zoom, Microsoft Teams, and Cisco Webex to provide high-quality video and audio for day-to-day communication.

Interactive displays: Touchscreen panels and smartboards to enhance engagement in meetings and brainstorming sessions.

Digital signage: Displays to deliver important messages or updates across office spaces.

Integrated sound systems: High-quality audio solutions to ensure clear communication in meetings, events and conferences.

Meetings where everyone feels included

For hybrid teams, integrating in-room AV solutions with remote conferencing tools ensures that everyone has an equal seat at the table – however they’re joining the meeting. You’ll want your system to deliver high-quality video and audio experiences, reducing the friction and ‘tech faff’ that can often be associated with virtual meetings.

AV solutions will ensure everyone in the meeting has a positive experience and can make a meaningful contribution by:

Ensuring crystal-clear audio and video quality: So that everyone remains engaged in the topic and the conversations around it.

Providing interactive tools: Like digital whiteboards for real-time brainstorming and idea exchange.

Automating meeting room setups: with touch panels that control lighting, sound, and displays.

These features streamline the process, making meetings more engaging and efficient.

Collaborating globally as well as locally

As companies expand their global reach, they need to be able to communicate effectively across time zones while often navigating language barriers as well. Audio-visual solutions can help to bridge the gaps allowing teams from different regions to collaborate as if they were in the same room. Multi-language support, real-time translation tools, and high-definition video ensure that there are minimal barriers to powerful and profitable collaborations.

The right conditions for creativity

Collaboration isn’t just about communication; it’s also about sparking creativity. Interactive displays and video walls provide dynamic ways for teams to share ideas, visualise concepts, and solve problems together. These tools encourage everyone to get involved and make collaboration a much more engaging process. The more engaged people are, the more creativity flows.

Boosting productivity with streamlined solutions

Productivity is a key metric for workplace success. The right AV solutions can eliminate inefficiencies, save time, and give employees the tools they need to perform at their very best.

Here's how:

Streamlined solutions

AV solutions simplify communication by integrating various platforms and tools into a single, cohesive system. For example, a streamlined solution might combine video conferencing, instant messaging, and file sharing into one interface, making it easier for teams to collaborate without having to switch between apps. Microsoft Teams is probably one of the best examples of this.

Time-saving automation

Automation features exist to help you save time – something most businesses never seem to have enough of. Smart meeting rooms equipped with sensors and automation technology can:

• Automatically start video calls at the scheduled time.

• Adjust lighting and audio settings based on the number of participants.

• Provide touchless controls to reduce setup time.

• Monitor occupancy of meeting rooms to ensure maximum usage.

These features ensure that meetings start on time and run smoothly, putting everyone in the right frame of mind for a productive meeting or brainstorming session.

Improved Employee Engagement

Engaged employees are more productive – or to put it another way, happy workers produce happy work! Interactive AV tools make presentations, training sessions, and meetings more engaging and dynamic, supporting the learning process by keeping participants focused and motivated. Gamified training sessions using AV technology can also bring the fun back to learning, making it more effective.

Reduced Downtime

Technical issues can be a major productivity killer. Partnering with an AV specialist ensures that your systems are designed for reliability and come with ongoing support. Proactive maintenance and quick troubleshooting will minimise downtime, keeping your team on track with their tasks and meetings.

Chosing the Right AV Solutions for Your Business

Before deciding on what audio-visual solutions you’re going to invest in, it really helps to do a deep dive into what your business actually needs. Here are a few steps to help you get started.

Assess Your Needs

Start with your team. Ask them how they like to collaborate and identify any pain points in your current setup. Do you need better video conferencing tools? Are people not making the most of the meeting rooms because the tech is outdated or it’s simply too much of a faff? Getting a clear idea of what would be beneficial to the people using the tech will help you design the right set up for them.

Consult an AV Specialist

An AV specialist can help you design and implement solutions tailored to your business. They’ll ensure your systems are scalable, user-friendly, and future proof, so you get the most value from your investment.

Prioritise Integration

Seamless integration with your existing tools and platforms is key. For example, if your team uses Microsoft Teams, ensure that your AV solutions are compatible with it. Integrated systems improve usability and reduce the learning curve for employees – meaning they’re much more likely to use the technology.

Plan for Scalability

Your business will grow, and your AV solutions should grow with it. Scalable systems ensure that you won’t have to replace your technology every few years. Modular designs and cloud-based solutions offer the flexibility and future readiness you’ll need to make sure you’re getting the ROI you want from your investment.

The Future of AV Solutions in the Workplace

The future of audio-visual solutions is exciting, with advancements like augmented reality (AR), virtual reality (VR), and artificial intelligence (AI) set to revolutionise workplace collaboration even more. Imagine virtual meetings where participants appear as holograms or AI-powered tools that analyse meeting dynamics and offer up insights you might not have thought of. That might sound a bit too Hollywood movie for some, but this reality is not as far off as you’d think!

As these technologies become more accessible, the businesses that embrace them early will gain a competitive edge. Partnering with an AV specialist will be essential in navigating these changes and ensuring your workplace remains at the cutting edge.

If you’re looking to transform your workplace with the latest AV solutions, now is the time to get planning. Get in touch with our sales team today and book a quick chat to see how we can help you. The future of work is here, and it’s powered by audio-visual innovation!

If you’re looking to transform your workplace with the latest AV solutions, now is the time to get planning. Get in touch with our sales team today and book a quick chat to see how we can help you. The future of work is here, and it’s powered by audio-visual innovation! 

Future Proof your Business with AV Solutions

Why AV Solutions Are Essential for Future-Proofing Your Business

Why AV Solutions are Essential:

Helping you Future Proof your Business.

The digital landscape is changing faster than most of us can keep up with. From hybrid work models to ever-evolving customer expectations, as business owners we need to adapt - and quickly - in order to stay competitive.

One crucial element that is often overlooked in this evolution is audio-visual (AV) technology. Far from being a luxury that only the biggest organisations can afford to invest in, AV solutions are the backbone of modern communication and collaboration, making them essential for future-proofing your business. Whether you’re a multinational corporation, a growing SME, or a startup with a remote team, the right AV solutions can help you stay competitive, innovative, and prepared for whatever the future might bring. In this blog, we’ll take a look at how AV solutions can help you to future-proof your business, sharing insights into scalability, innovation, and adaptability.

Staying Competitive in a Hybrid World

Though we are definitely seeing a push back from bigger companies insisting on a return to the office, it’s unlikely that ‘onsite only’ is going to make a full comeback. Hybrid work environments, where people have the opportunity to work remotely for at least a couple of days a week, are pretty much the new norm. This shift requires seamless communication tools to ensure that people stay productive and engaged.

How AV solutions can help:

Enchanced video conferencing Advanced AV systems integrate with a range of platforms like Zoom, Microsoft Teams, and Google Meet to deliver crystal-clear audio and video. Features like noise cancellation and smart framing ensure professional communication, even from home offices (where the dog/cat may occasionally join the meeting).

Collaboration Tools
Interactive displays like digital whiteboards allow your team to collaborate in real time, whether they’re all in a meeting room together or joining from the other end of the country.

Unified Communication Systems
AV solutions unify video, voice, and data into one cohesive system, making hybrid collaboration simple and efficient.

By investing in modern AV technology, your business can bridge the gap between remote and in-office teams, ensuring that hybrid working remains a viable option for your organisation. Happy workers = happy work!

Scaling with your Business Needs

One of the biggest challenges many businesses face is scaling operations while remaining efficient and productive. Outdated technology can become a real bottleneck, limiting your ability to remain nimble as an organisation and expand or adapt to market demands.

How AV solutiuons can help:

Modular Systems: Many AV setups are designed to grow with your business. Whether you’re expanding office space, hiring new employees, or opening satellite locations, scalable AV systems offer a cost-effective solution to expanding as and when you need to.

Cloud-Based Solutions: Cloud-based AV platforms allow you to add new features or users without a complete overhaul of your existing infrastructure, reducing downtime and cost.

Long-Term ROI: Investing in flexible and upgradeable AV systems means you won’t need to replace equipment as frequently. Better for your bottom line and better for the environment too.

Future-proof AV solutions will allow your business to evolve and adapt in a more cost-effective way without technical constraints.

Enhancing Customer and Employee Experiences

It’s tough out there right now. The businesses that are succeeding are the ones delivering exceptional experiences—not just for customers, but for employees as well. AV solutions play a key role in creating these experiences, ensuring your team feels supported and engaged, while your customers are happy to keep giving you their business.

For customers

• Immersive Digital Signage: In retail and hospitality settings, AV solutions like digital signage and interactive displays capture your customers’ attention (which is harder than ever to do), deliver tailored messaging, and enhance brand perception. .

Top-class Presentations: Businesses that rely on client pitches or demos need high-quality AV setups, ensuring every presentation goes smoothly and leaves a lasting impression.

Interactive Experiences: From touchscreens in lobbies to immersive VR showrooms, AV solutions can create memorable experiences that will help your business stand out in an increasingly competitive landscape.

For employees

Improved Training and Onboarding: Interactive AV tools, such as training videos and virtual reality simulations, make onboarding more engaging and effective, helping your new employees to hit the ground running.

Smart Meeting Rooms: Features like voice-activated controls, wireless screen sharing, and automated lighting enhance productivity and comfort during meetings where team members need to remain engaged and focused.

Employee Well-Being: AV solutions contribute to well-being by ensuring your employees feel connected to their colleagues and can collaborate effectively when they need to. The right solutions can also support workflows, creative thinking and productivity. Simply put, your investment in AV technology can make the working day better.

By prioritizing AV technology, you’re not just adopting tools—you’re creating an environment where people want to work and do business.

Preparing for Technological Advances

The pace of technological innovation is accelerating at a speed that is hard for most of us to wrap our heads around. Whether this is entirely positive is the subject for another blog but what we can say with a degree of certainty is that businesses that rely on outdated tools risk being left behind as competitors embrace more cutting-edge solutions. Futureproofing means staying ahead of the curve and being ready to integrate new technologies quickly and seamlessly.

How AV solutions help

IoT Integration: Many modern AV systems are compatible with the Internet of Things (IoT), enabling smart building features like automated climate control, lighting, and security.

AI-Powered Features: From AI-enhanced video conferencing to predictive maintenance for AV equipment, artificial intelligence is transforming the AV landscape.

Compatibility with Emerging Tech: Future-proof AV systems are designed to integrate with technologies like augmented reality (AR), virtual reality (VR), and 5G connectivity.

By embracing adaptable AV solutions, your business will be prepared to make the most of the next wave of technological advancements.

Supporting Sustainability Goals

Sustainability is no longer a ‘nice to have’ for businesses. Customers, investors, and employees all want the companies they do business with and work for to take meaningful action to reduce their environmental impact. AV technology can support sustainability goals by improving energy efficiency and reducing waste.

How AV solutions help

Energy-Efficient Equipment: Many AV devices are designed with energy efficiency in mind, consuming less power without compromising performance.

Reduced Travel: High-quality video conferencing tools reduce the need for non-essential in-person meetings, cutting down on travel-related emissions.

Paperless Communication: Digital signage and presentations eliminate the need for printed materials, reducing paper waste.

Sustainable AV solutions not only help the environment but also enhance your brand reputation as a forward-thinking, eco-conscious organisation that takes its commitment to the planet seriously.

Protecting Your Investment with Expert Support

What to look for in an AV Partner

To ensure you’re getting the best return from your investment in technology, it’s important to have the right maintenance and support in place. Partnering with a reliable AV provider ensures your investment continues to deliver value.

Customisable Solutions: Choose a provider that tailors AV systems to your specific needs, rather than offering one-size-fits-all solutions.

Proactive Maintenance: Regular checkups and updates keep your AV systems running smoothly and prevent costly downtime.

Training and Support: A good AV partner will train your team to use the technology effectively and offer ongoing support for any issues.

By working with the right partner, you can maximise the lifespan and impact of your AV solutions, ensuring that your money is well spent and that your people get the most from the technology available to them in the workplace.

Investing in AV solutions makes good business sense if you want to ensure your business is set up for the workplace of tomorrow. Whether you’re adapting to hybrid work models, scaling operations, enhancing experiences, or preparing for new technologies, AV solutions provide the foundation for success. Future-proofing isn’t about predicting every change – it’s about equipping your business to adapt to change. With the right AV systems in place, you’ll be ready to thrive in an ever-evolving world.

Ready to Future-Proof Your Business?

Book your free consultation today and we’ll help you get the ball rolling. Email [email protected] or give us a call on
03301-756-544 - We’d love to help!

A modern office breakout area with a cherry blossom centrepiece, bar stools, and a collaborative work table.

When Weightmans LLP wanted to modernise their offices, including their AV estate, we worked closely with their Head of IT to deliver intuitive and consistent solutions across all their offices, helping them to maximise efficiency and elevate employee engagement.

Weightmans LLP invests in AV strategy to elevate engagement and efficiency.

Newcastle, UK

Location

Weightmans, Newcastle Office

Completion Date

June 2024

Project Duration

1 week

A modern office breakout area with a cherry blossom centrepiece, bar stools, and a collaborative work table.
A digital AV control panel and speaker on a wooden meeting table, designed for seamless audio and video conferencing.
A client testimonial quote about Byond Group’s IT and AV solutions, displayed in white text on a dark blue background.
A spacious corporate boardroom featuring a large AV display screen for presentations and hybrid meetings Newcastle
Three business professionals standing in front of a company sign, representing an AV technology partnership.
A modern office meeting room entrance with wooden doors, a digital access panel, and a cherry blossom centrepiece.
A customer testimonial quote about Byond Group’s AV solutions, displayed on a corporate blue background.
A sleek AV soundbar speaker mounted below a meeting room display for high-quality audio output.

Project Information.

Weightmans LLP

Weightmans LLP is a leading UK law firm offering legal services to both organisations and individuals. They recently undertook a major office upgrade, and we worked in partnership with them to design and install AV solutions that would help them to work more efficiently and support their team, while offering an outstanding experience for their clients.

The brief

Like so many companies throughout the UK and globally, when Covid hit, Weightmans found themselves having to switch overnight to a WFH model. Without enough time to plan and research properly, the AV solutions implemented were not necessarily the best ones for the business. The team found themselves having to switch in and out of platforms, while the various systems ‘bolted on’ were disjointed and not conducive to effective or efficient workflows.

Time lost to inefficiency will cost any business money, however it’s particularly costly within the law industry. As Chris Graham, Newcastle Office Head, put it “everything that we do should be geared towards freeing up the time of lawyers.”

A challenge for Weightmans was to modernise their AV estate, allowing technology to support rather than hinder their workflows. So, when it was time to upgrade the office and its facilities, the Weightmans management team were keen to ensure they had a much more efficient, streamlined, and multifunctional system in place, one that would:

Free up time and headspace so the team could spend more time focused on billable client work

Support their continued growth and expansion

Ensure that their hybrid working model was as efficient and effective as possible

Be easy to use with minimal training

Encourage more senior members of staff to adopt the new technology

Make it quick and easy to book and facilitate meetings

Provide an excellent experience when communicating with their clients


Support them in their mission to reduce Scope 1 and Scope 3 emissions by reducing unnecessary travel

Make the office environment a pleasure to be in, enhancing their reputation as employers and helping them to recruit and retain top employees

What we did

One of Weightmans’ key objectives when bringing us on board was to standardise meeting room types (huddle, small, medium, large, divisible) across all sites. After initial consultations with the management team concerning the overall video conferencing strategy for the organisation, we came up with solutions for 7 meeting rooms and a Social Space at their Newcastle site. Our Head of AV Collaboration, Mike Goddard, consulted with Greg Garnett, the Head of IT Infrastructure and Cyber Security, along with other key stakeholders to produce designs for each room type.

The AV installation coincided with a refurbishment of the Newcastle office. We collaborated with Weightmans’ Office Fit-Out Partner to ensure our program worked with theirs, then before deployment we conducted a site survey to assess site readiness for the new systems.

Weightmans were comfortable with their existing Poly estate but needed solutions that were appropriate for different room types. We were able to re-purpose some of their existing equipment and supplied new Poly video conferencing kit where required.

Once all designs and plans had been given the green light by stakeholders, our engineers then delivered a successful installation with minimal disruption for this busy office.

The results

One of the most important considerations for the team at Weightmans was ease of use. They wanted solutions that required minimal training that their team could easily get to grips with. Less time trying to figure out how to book meetings or get the tech to work means more time focused on supporting their own clients.

The solutions we provided have streamlined their working processes, encouraged more people to adopt the technology available to them, and have supported Weightmans’ ongoing mission to build a supportive, inclusive and positive culture that allows their people to thrive.

Environmental, Social, Governance (ESG) is also a key concern for Weightmans. As Greg explained, “ESG is at the forefront of everything we’re doing at the minute.” Over time, the new set up could help them to improve their sustainability credentials through more efficient use of software and equipment (less energy consumption) and less unnecessary travel.

The Feedback

“We have 9 different offices, and we needed a consistent approach for each one of them. You guys had a very strong understanding of what we needed right from the beginning, and you delivered a streamlined, consistent approach across the board. And you’d sometimes suggest things that were less expensive for us because you wanted to give us what we really needed not just what we asked for.”

A modern access control panel with a green-lit indicator, ensuring secure entry to office meeting rooms.
A digital touchscreen AV control panel placed on a meeting room table, enabling seamless audio-visual adjustments.
A high-tech security camera mounted on a meeting room wall, ensuring secure and private video conferencing.
A high-resolution wall-mounted AV display screen, optimised for meetings and presentations.
A spacious conference room featuring a long table, multiple chairs, and a high-definition AV display screen.

Top Things to Consider when Designing a Meeting Room for your Office

Top Things to Consider when Designing a Meeting Room.

For your office.

The meeting room plays a massively important role in any business – regardless of its size or sector. It’s where the big conversations are had, big ideas are exchanged, and clients are hosted face to face. It’s also a hub where the whole team can get together, either in person or remotely, to connect and collaborate.

Designing a meeting room that meets the needs of a growing and evolving business is about so much more than simply setting up a table and chairs. In our experience, putting time and thought into the design and layout of your meeting room can have a big impact on the overall experience, resulting in powerful conversations and more meaningful collaboration.

Here are some of the key things to think about when creating the perfect meeting space for your office:

1. Define the Purpose of the Meeting Room

Before diving into design details, identify how the room will be used. Are you designing a space primarily for team brainstorming sessions, client meetings, presentations, or video conferencing? The room's purpose will help you to make some key decisions on layout, technology, furniture, and more. For example:

Brainstorming Rooms will need flexible seating arrangements, whiteboards, and touchscreen displays.

Presentation Rooms could require larger screens or multiple displays, high-quality audio, and plenty of seating to facilitate the whole team.

Video Conferencing Rooms will need an optimised layout, integrated AV technology, and soundproofing for the best possible audio and video.

2. Prioritise Audio-Visual Technology

Today’s meeting rooms need to cater to both in-person and remote participants. This means AV technology will be one of the most important considerations – and arguably, where a decent chunk of your budget should go. Here are some tips to ensure your AV setup adds real value to the meeting experience:

Display: Opt for high-resolution screens or projectors with sizes that suit the room’s dimensions. A 4K display can make content clearer and more engaging – especially important for rooms that will host larger groups.

Audio: Poor audio quality can be really distracting in any meeting. Consider ceiling or wall-mounted speakers, and place microphones strategically to capture sound from all parts of the room. Echo-cancellation technology and omnidirectional microphones are also helpful in eliminating background noise and ensuring your audio is crystal clear.

Video Conferencing: Invest in high-definition cameras with a wide field of view to capture all participants in the room. Auto-tracking cameras can follow the active speaker, which can create a more dynamic experience for anyone attending remotely.

We can help you select technology that integrates seamlessly with the room’s layout, improving usability and ensuring a smooth user experience for both tech-savvy and not-so-tech-savvy team members!

3. Focus on Ergonomics and Comfort

Meeting rooms should be as comfortable as possible – particularly if they’re going to be used on a regular basis or for prolonged periods of time. Consider the following when planning seating and furniture:

Flexible Seating: Modular furniture that can be rearranged to accommodate different meeting styles is a great way to ensure the space remains versatile.

Comfortable Chairs: Ensure that chairs offer adequate lumbar support, especially for longer meetings. Adjustable chairs are ideal to accommodate different preferences and ergonomic requirements.

Work Surfaces: Generally speaking, the bigger the better when it comes to choosing a table for your meeting room. Opt for one that can accommodate laptops, printed documents, and other materials – and of course the all-important drinks and snacks needed during meetings! Consider power outlets and cable management solutions to keep the table area organised, functional and as free of clutter as possible.

4. Design with Acoustics in Mind

Acoustics play a significant role in how well people can communicate in a meeting room. Rooms with poor acoustics can create echo, distort audio, and make conversations hard to follow. To improve the room’s acoustic quality:

Soundproofing: Soundproof walls or acoustic panels can reduce external noise interference, making it easier for attendees to focus.

Ceiling and Floor Treatments: Carpeting, acoustic ceiling tiles, and even curtains can help absorb sound and prevent it from bouncing around the room.

Furniture and Wall Panels: Soft, sound-absorbing materials in seating and wall decor can further reduce echo and create a comfortable sound environment.

5. Prioritise Lighting

Lighting can have an impact on mood and productivity and harsh lighting can be a particular challenge for your neurodivergent employees. It can also affect how people appear on video. Natural lighting is ideal, but not all rooms are equipped with large windows. Here’s how you can ensure optimal lighting:

Adjustable Lighting: Invest in dimmable lighting options to allow for different lighting needs, whether it’s a presentation or a video call.

Avoid Harsh Overhead Lights: Overhead lights can cause glare on screens and create harsh shadows. Wall-mounted or indirect lighting solutions provide softer, more balanced lighting.

LED Lights: Energy-efficient LED lights that mimic natural light can create a comfortable, professional atmosphere and reduce eye strain, especially during long meetings.

6. Simplify with Integrated Controls

An overly complex control system can create ‘tech faff’ at the beginning of your meeting, which can waste time and lead to frustration. Not a great way to kick things off! Consider integrated control systems that allow users to manage audio, video, lighting, and temperature from a single device. Some key elements include:

Touch Panel Controls: Install intuitive touch panels or wall-mounted controls for easy access to AV settings.

Voice-Activated Systems: Voice-controlled systems add convenience by allowing users to start a video conference or adjust settings hands-free.

Automation: Automated systems that activate the equipment and adjust lighting when someone enters the room can simplify the process and ensure a smooth start to meetings.

7. Think About Connectivity

The meeting room should cater to the various devices that team members may bring with them. Reliable connectivity, including wireless presentation systems and multiple HDMI/USB ports, is essential for a smooth meeting experience. Wireless screen-sharing options will mean that anyone can connect their device without the need for cables. This makes the collaboration process much easier, faster and more flexible.

8. Keep Scalability in Mind

As your business grows, your meeting room should adapt. Choose modular technology and furniture that can be reconfigured or expanded if needed. For example, a video conferencing system with additional mic and camera inputs allows for scalability as your business evolves and new people join the team. Having a room designed to “grow” with your business can save costs in the long term and ensure the room remains fit-for-purpose as things change.

A well thought out a meeting room will have a good balance of technology, comfort, and functionality. Get these key elements right and you’ll create the perfect space for collaboration, clear communication, creative thinking and sharp decision making.

Need some help getting it just right?

Book your free consultation today and we’ll help you get the ball rolling. Email [email protected] or give us a call on
03301-756-544 - We’d love to help!

Liverpool Heart and Chest Hospital Staff

The LHCH Medical team recently chose to install the world-leading Medinbox live broadcast and recording system to showcase their skills worldwide in the field of Interventional Cardiology and Rhythm management. Find out how we delivered for them on all fronts.

Medinbox broadcast systems - Liverpool Heart and Chest Hospital

Liverpool, UK

Location

Liverpool Heart and Chest Hospital

Completion Date

August 2021

Project Duration

1 month

Medinbox improves staff experience
Medinbox quote
Liverpool Heart and Chest Hospital Staff
A rack of Medinbox AV equipment, featuring colour-coded connectors for medical broadcasting technology.

Project Information.

Liverpool Heart and Chest Hospital

The LHCH Medical team recently chose to install the world-leading Medinbox live broadcast and recording system to showcase their skills worldwide in the field of Interventional Cardiology and Rhythm management.

The LHCH has seven Cardiac Catheter Laboratories (Cath Labs); three for coronary intervention, three for heart rhythm management and device implantation, and one is multifunctional. Byond had the task of completing installations in Electrophysiology and PCI labs, and both systems are now regularly used to broadcast live cases to international and UK audiences.

A collaboration from start to finish

This was a project that required great care and attention to detail throughout the process. We collaborated with the clinical teams, external building contractors, Cath Lab equipment suppliers, and hospital Estates and Information Technology departments to ensure that every requirement could be met. Both systems were delivered on time and on budget.

Medinbox provides first class medical education

“LHCH has a long-established track record of transmitting live cases nationally and internationally,” says Dr Nick Palmer. “We have previously relied heavily on excellent broadcast companies to provide AV capability. However, the design and development of our new Cath lab facility provided an opportunity for us to establish an in-house AV system funded by charitable funds.

During a robust tendering process to evaluate several systems, it rapidly became clear, from system information and reliable positive feedback from colleagues in other UK centres, that Medinbox offered the best solution to fit out two of our Cath labs.”

- Dr Nick Palmer, Consultant Cardiologist

"Medinbox and Byond Group have contributed to our global reputation as a centre of excellence"

“The technical support aspect of the offering was also a major factor in our decision. Since the installation of the system, we have been delighted with its functionality and the high level of support provided by the Byond tech team. We have delivered 5 live case transmissions to national and international conferences (e.g. India Live, CCST, India and CORE) and have run a regional CTO-PCI live case meeting (CTONow).

There are future plans to provide in-house teaching and education sessions, involving live demonstrations to various clinical groups. We also have strong links to partners such as Boston and Medtronic and plan to provide similar teaching with commercial and reputational benefits for the centre. Overall, the installation of the Medinbox system has significantly enhanced our reputation as a leading Cardiothoracic Centre in the UK.”

- Dr Nick Palmer, Consultant Cardiologist

A high-tech security camera mounted on the ceiling, designed for monitoring and AV integration.
Microsoft teams meeting

Enhancing Productivity with Microsoft Teams | Our Top Tips and Hacks

Enhancing Productivity with Microsoft Teams.

Our top tips and hacks.

As the world of work continues to digitise, we now have access 100s of tools and platforms all promising to help us maximise productivity and improve our workflows and processes. However, while new apps seem to appear almost daily, Microsoft Teams is more than holding its own as a pivotal platform that continues to offer a comprehensive set of tools to help teams collaborate, communicate and manage projects.

If Microsoft Teams is the platform of choice within your organisation, read on for some practical tips that will help you make the most of what the platform has to offer.

1. Mastering the basics

Before diving into some of the more advanced features, it's crucial to master the basics of MS Teams first. Spend some time familiarising yourself with the interface, understand how to create and manage teams, and explore the core functionalities such as chats, calls, and meetings. The more comfortable you are with the basics, the easier it will be to leverage some of the more sophisticated features.

2. Organise teams and channels effectively

Structuring your teams and channels in a way that makes sense to you (and your teams) will really help to enhance your productivity. Create teams based on departments, projects, or functions, and use channels to segregate discussions on specific topics. For example, if you head up the marketing team, you could have different channels for social media, content creation, and analytics. Organising your work this way ensures that conversations and files are easy to locate, meaning you spend less time asking, ‘can anyone remember what we agreed re LinkedIn content for next month?!’

3. Tabs for quick access

Tabs in Microsoft Teams can be a game-changer for quick access to essential tools and documents. Add tabs for frequently used files, OneNote, Planner, or third-party applications directly within your channels. This feature allows team members to access important resources without leaving the Teams environment. This saves time, reduces distraction and improves workflows.

4. Leverage the power of integrations

Microsoft Teams integrates seamlessly with various Microsoft 365 apps like Outlook, SharePoint, and OneDrive, as well as a wide range of third-party applications. These integrations mean you can bring all your favourite tools together in one place, helping you stay focused and giving you access to everything you need in just a couple of clicks. For example, you can create a Planner tab in Teams to manage tasks and track progress or integrate Trello to keep all your project boards in one place.

5. Enhance communication with chat and meetings

Efficient communication is the foundational pillar of productivity. You can quote us on that! The easier it is to send quick messages, jump on a one-to-one call or organise meetings, the better your working day will be. Utilise chat for quick messages and document sharing and aim to keep threaded conversations in separate channels to keep discussions organised. For meetings, make use of features like screen sharing, meeting recording, and live captions to ensure everyone is on the same page. Scheduling meetings directly from Teams, and using the meeting notes feature, can also help to document and effectively track everything on your actions list.

6. Don’t forget the command box

The command box at the top of the Teams interface is a very handy tool that can save you lots of time when you use it properly. You can use it to search for messages, files, and people, or to quickly perform actions like setting your status or starting a call. Use commands like /files to see recent files, or /unread to view unread messages.

7. Keyboard Shortcuts

Keyboard shortcuts can significantly speed up your workflow in Microsoft Teams. Some essential shortcuts include:

Ctrl + Shift + M : Mute/unmute yourself
Ctrl + E : Go to the search bar
Ctrl + N : Start a new chat
Ctrl + 1/2/3 : Navigate between Activity, Chat, and Teams.

By incorporating these shortcuts into your daily use, you can navigate Teams much more efficiently.

8. Automate with power automate

Power Automate (formerly known as Microsoft Flow) allows you to automate repetitive tasks and workflows within Teams. For example, you can create a flow to automatically save Teams meeting recordings to OneDrive or send a notification to a channel when a new task is assigned in Planner. Automations are great for ensuring that things get done even on the busiest days - when brains are overwhelmed and there’s a chance some tasks will get overlooked. We’ve all been there!

9. Customise notifications

Managing notifications effectively will help you maintain focus and avoid being distracted by messages or chat that isn’t relevant. We all enjoy a bit of Teams banter every now and then but it’s also important to be able to tune out when you need to get your head down on something so you can hit that deadline! Customise your notification settings in Teams to ensure you only get an update if it’s important. For example, you can set notifications for mentions, direct messages, or specific channel activities while muting less important channels.

10. Explore the help and training resources

If you haven’t checked out the training resources provided by MS Teams, including tutorials, webinars, and a robust help centre – make sure you set some time aside to take a look. These resources will help you stay up to date on new features and best practices. This continuous learning can help you and your team to leverage the full potential of Teams, ensuring you stay on top of your game and ahead of the curve!

Remember, there’s so much more to Teams than the basics, and as competitor apps and platforms continue to jostle for market share Microsoft know they must keep upping their game in order to maintain theirs. If you’ve only scratched the surface with Teams to date, it’s well worth setting some time aside, or better still, booking one of our User Adoption training workshops to ensure your people are making the most of everything the platform has to offer.

Find out more:

To find out more about our bespoke workshops email our User Adoption Specialist: [email protected]

Business people working in the modern office

Demonstrating the true ROI of a Meeting Room Project through User Value: A People-Centric Approach

Demonstrating the true ROI of a Meeting Room Project through User Value.

A People-centric Approach

When it comes to designing and deploying technology in the workplace, a people-first approach will always lead to a better return on investment. And a people first approach means prioritising user value – in other words, ensuring the new technology meets the needs of the people who are going to use it.

Let's look at User Value in more detail:

User value refers to the benefits or satisfaction that users (your people) gain from a product or service. This can include both tangible and intangible aspects of their interaction with the product or service, all of which either enhance or detract from the overall experience.

In essence, user value is how a product or service fulfils the users' requirements, wants, and needs. It's about connecting with the hearts and minds of your teams—a do-with, not a do-to approach and is a key concept in designing and deploying technology in the working environment.

This inclusive approach at the planning stage results in positive and continued engagement from your team, which is crucial for the success of any technology rollout. Neglecting to consider it from the outset could cost you massively in the long run.

How do we achieve this all-important buy-in early on in the process?

Cross-section workshops

Individual interviews

Stakeholder interviews

Defining user types

Meeting types

Specific applications required for certain roles

Ultimately defining what success looks like for teams

Measuring the benefits - To demonstrate the ROI of a meeting room project through user value, we need to measure both business and human metrics.

Business metrics

Efficiency: When a product or service helps people complete tasks more quickly or with fewer resources, it adds value. For example, video conferencing technology that simplifies communication, improves collaboration, and helps to innovate teamwork. The typical employee spends an average of 51 minutes a day trying to get their technology to work effectively for them. Anything that can reduce this stress and win back that time is going to add value.

Cost Saving: If a solution reduces expenses for people (e.g., reduced energy consumption, less travel), it delivers tangible value. More hybrid working environments can contribute to real cost savings, not to mention the positive impact it can have from an environmental perspective. Fewer people commuting = reduced carbon footprint for the business they work for.

Quality and Reliability: People appreciate products that consistently perform well and meet their expectations. Having an efficient, reliable meeting room environment improves the quality of the experience for everyone involved. It also reduces downtime, ultimately improving the bottom line for the business.

Human metrics

User Experience (UX): A positive UX enhances user value. If the meeting environment is set up to make it easy and intuitive to use, and is supported with effective user adoption, then the UX will only be good. Good UX = User Value and a clear ROI on the investment made in the project.

Emotional Satisfaction: When a product resonates with people emotionally (e.g., delight, trust, nostalgia), it creates intangible value. For example, iPhone users will often overlook glitches with the iOS because the quality of the photos is so good, and our phones act as libraries for our memories. As a result - once an iPhone user, always an iPhone user. Presenting and managing meeting dynamics can be stressful, so the easier we can make it, the better the user will feel about managing this stress and the better the value and ROI.

Brand Perception: Think of your business as a brand. A strong brand image can positively impact user value. Brands associated with trust, innovation, or social responsibility often have loyal customers and will find it easier to hire and retain talent.

Data-driven insights

Remember, the importance of user value doesn’t end when the technology is installed. Continued engagement with your team plus ongoing data collection can help identify areas where users will benefit the most from the new technology. This leads to higher adoption rates, lower churn, and, ultimately, increased average revenues per user (ARPU).

The consequences of neglecting User Value

Failing to consider user value can lead to massive costs in the long run. According to a study by McKinsey, companies that invest in understanding user value are 2.5 times more likely to achieve their business goals. Additionally, a 10% increase in user adoption can lead to a 30% increase in revenue.

Conclusion

The largest investment any organisation will ever make is in its people – the users of the technology. So it makes sense to both consider and protect your biggest investment by recognising the needs of your people and ensuring that the technology enhances their experience or solves their problems. In doing so, you can greatly increase the likelihood of a successful technology adoption and integration into daily operations.